The following will guide you from Creating Customer Prepayment, Receiving Payment Received, Making Bank Deposit of the payment received, Manually creating a Cash Refund, Manually creating a Pay Voucher for the Cash Refund and then Cutting a Check for that refund.

  1. Create a Customer Prepayment.
    1. Sales > Activities > Invoices 
    2. Click New to open new Invoice screen.
    3. In the header,
      1. Set Type field to Customer Prepayment
      2. Select customer in the Customer field
    4. In the grid area, 
      1. Prepay Type field select a prepay type. Options to select from are: Standard, Unit and Percentage. For this illustration, let's select Standard.
      2. Type in a description in the Description field, ex. Prepayment.
      3. Quantity field is defaulted to 1. Leave it as is.
      4. Type in the amount of the Prepayment in the Price field, ex. 100.00
    5. Click Pay to receive this Customer Prepayment.
    6. When Receive Payments screen opens, click Post.
      1. GL entries for Receive Payments - Prepay are as follows:
  2. Make a deposit for the Customer Payment received.
    1. Cash Management > Activities > Bank Deposits
    2. Click New to open new Bank Deposit screen.
    3. Click Undeposited, and look for the Receive Payment transaction. 
    4. Select that transaction and click OK.
    5. Click Post.
      1. GL entries for Bank Deposit via Undeposited Funds.
  3. Create Cash Refund to return customer's prepayment.
    1. Sales > Activities > Invoices
    2. Click New to open new Invoice screen
    3. In the header > Details tab,
      1. Set Type field to Cash Refund
      2. Select customer in the Customer field
    4. Click on Prepaids and Credit Memos tab, select the Customer Prepayment transaction you would like to refund the customer by clicking Apply button. 
    5. That Customer Prepayment info will then populate the Items grid.
    6. Select AP account in Account field, then click Post.

  4. Create Pay Voucher to cut a check for the Customer

    Note:

    Before you can process a refund, make sure that the Customer is also a Vendor. To do that, open Customer record, click on Entity Type tab and add Vendor in the Type grid.

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